Programmes Assistant / Receptionist in Derry, Londonderry

The post holder will have responsibilities to ensure the effective running of reception, general admin duties and programme support. Hillcrest Trust staff must be willing to adopt a flexible approach to their role and perform any duties deemed relevant to the post as directed by the line manager or Board of Directors of Hillcrest Trust. Staff must work in a flexible way when the occasion arises, tasks which are not specifically covered in their job description. At times the post holder may be expected to work some weekends/evenings, for which time off in lieu can be taken.

Responsibilities:

• Work closely with Centre Support Officer to ensure smooth running of reception and building, answering phone messages and dealing with queries.
• Maintain the reception area and keep all leaflets, notices etc. up to date and relevant.
• Ensure accurate record keeping, take and record future bookings and give receipts for all payments received.
• Record equipment loaned out and returned.
• Compile the number of service users on each programme on a monthly basis, report in format requested by manager.
• Provide support to the Finance Officer and other staff.
• Assist at seasonal events and attend off site trips when required.
• Create and maintain good working relations with staff, volunteers, management committee and centre users.
• Work with the Community Development Officer to deliver programmes.
• Update social media as required - Facebook, Twitter, Instagram and website and ensure all local community noticeboards receive notification of all events and programmes.
• Adhere to all health and safety procedures at work and attend relevant training courses.
• Provide, maintain and collate sign in sheets for all programmes ensuring accurate numbers are recorded for audit purposes.
• Manage room bookings and work with Centre Support Officer to ensure the room is fit for purpose, and any refreshments required are prepared/ordered in advance.
• To carry out any other reasonable duties required by the Manager.

Skills and Qualifications:

• 3 GCSEs or equivalent to include Maths and English Grade A - C or NVQ Level 3 with one year’s relevant experience or three years relevant experience of working in a similar role.
• Sound IT proficiency including Microsoft Word and Excel.
• Experience of working in a people-facing role with a good understanding of good service.
• Experience of dealing with a high volume of telephone, social media and email enquiries.
• Experience of general office administration.
• Experience of working in a busy environment and prioritising competing demands.
• Excellent communication skills both written and spoken on telephone and in person.
• Ability to perform accurately under pressure and meet deadlines.
• Excellent organisational skills, strong time management skills and an adaptable and flexible approach to work.
• Ability to work on own initiative to work later into the evening and on occasional weekends.
• Proactive in asking questions and requesting support if required.
• Willingness to develop new skills and take on new challenges.
• Willingness to work as part of a team and contribute to team dynamics.
• IT qualification e.g. ECDL, Microsoft Office Certification or similar.
• Experience of working in front of house reception role.
• Experience of working in a charity or community development organisation.
• Experience of managing and administering social media accounts.
• Experience of working on community events and/or programmes.
• Driving licence and access to a car for work purposes.